How does invoice processing and troubleshooting work in Hosthub?

Hosthub provides a streamlined process for managing invoices, including issuing, viewing, and troubleshooting issues related to invoice submission and mapping. This article outlines the key aspects of invoice processing in Hosthub and provides solutions to common issues.

Overview of Invoice Processing in Hosthub

Invoices issued through Hosthub are designed to integrate seamlessly with external systems like Oxygen and MyData. Once an invoice is issued, it should appear in your connected Oxygen account, where you can verify its presence. If your Oxygen connection is not linked to your Hosthub account, invoices will not be issued automatically. Instead, manual confirmation may be required for submission to external systems like MyData. Additionally, invoices may be issued for specific purposes, such as maintaining properties in off-season mode. In this mode, all platform features remain functional, and the subscription automatically adjusts when bookings resume.

Common Issues and Troubleshooting Steps

1. Invoice Not Appearing in Oxygen

If an invoice does not appear in the intended Oxygen account, it may be due to incorrect property-to-Oxygen account mapping. To resolve this:

• Correct the property-to-Oxygen account mapping in Hosthub.
• For invoices already issued to the wrong account, arrange for a credit note in Oxygen for those documents.

2. Invoice Not Sent to MyData

Invoices cannot be sent to MyData if the invoice series is set to 0. To fix this:

• Set valid, non-zero series values (e.g., different series per accommodation).
• Ensure Oxygen completes the submission to MyData.
• If automatic submission to MyData is required, request Oxygen to enable this feature on your account.

3. Viewing Issued Invoices

You can view all issued invoices on the 'Taxation' page in Hosthub. If your Oxygen connection is not linked, invoices will not be issued automatically. Similarly, while your ΑΑΔΕ connection may be set up, reservation submissions require manual confirmation in your Taxisnet account.

4. Invoice Text/Description Appearing in the Wrong Language

The language of the description on booking invoices (Greek vs. English) depends on the guest's country, which Hosthub receives from the channel and passes to the connected ERP. If the guest's country is Greece, the description is created in Greek; if it is any other country, it is created in English.

Only Booking.com currently provides the guest's country information. For bookings from other channels (e.g., Expedia) where this information is not received, the country defaults to Greece and the description is generated in Greek.

To correct this, before sending the document select Edit on the reservation and enter the guest's correct country. There is currently no option to preset a single language for all invoices.

Issuing an Invoice for a Booking

To issue an invoice for a specific booking (e.g. a Booking.com reservation where the guest requests an invoice), go to the booking's tax details (φορολογικά στοιχεία). At the bottom, the Oxygen field contains the required data for the invoice.

Prerequisites:

• An active Oxygen integration must be connected. Without it, no document can be issued.
• Document sequences must be declared in the property's tax settings in Hosthub (a required field for businesses obligated to submit to MyData). Consult your accountant for which sequences to use. If your accountant keeps no sequence you may leave it blank (ΧΩΡΙΣ ΣΕΙΡΑ). The Climate Resilience Fee (ΤΑΚΚ) sequence must not share the same name as the receipt (ΑΠΥ) sequence. If sequences are already configured in Oxygen, copy and paste those names into Hosthub.

If you are an individual (not a business), you have no MyData submission obligation; if a guest requests a document, check with your accountant whether it is possible.

Issuing an invoice for a foreign company

You can issue an invoice for any foreign company, in English and with the correct details. Go to the booking's tax details, press Edit, and:

1. Change the country from "Greece" to the company's country (e.g. Romania).
2. Change the document type to "Invoice" (Τιμολόγιο).
3. For the tax office (ΔΟΥ) select "ΔΟΥ Εξωτερικού" (Foreign tax office) and fill in the rest of the company details, then save.

The invoice is then issued automatically in English at the scheduled time. For foreign guests, enter the passport number, since a VAT number containing letters may not be accepted.

FAQs on Invoice Management

What happens if my property is in off-season mode?

In off-season mode, Hosthub charges a minimal fee to keep all platform features functional. The subscription automatically switches back to the normal plan when bookings resume.

How can I ensure invoices are routed to the correct Oxygen account?

Verify and correct the property-to-Oxygen account mapping in Hosthub. For any errors, issue a credit note in Oxygen for incorrectly routed invoices.

Can I automate invoice submission to MyData?

Yes, you can request Oxygen to enable automatic MyData submission for your account. Ensure that the invoice series is set to a valid, non-zero value.

Updated on: 29/07/2026